BURSAR FINANCIAL POLICIES

• PETTY CASH REIMBURSEMENT

• ACCEPTING CHECK, CASH, CREDIT CARD  PAYMENTS

• REQUEST FOR CASH BOX/CREDIT CARD MACHINE

• TUITION ABATEMENT

ACCEPTING CHECK, CASH OR CREDIT CARD PAYMENTS 

Note:  A transaction fee may be assessed to departments accepting credit card payments.  Please contact the Bursar office should you have any questions regarding any additional fees.

In order for your department to accept payments you should do the following:

• Insure you have a secured location to place the payments waiting to be brought to SASC for processing.

• Cash payments:

  • Provide the customer with a receipt, if possible.  Be sure to take detailed information regarding the payment for future processing. 

  • Fleet Bank will not accept loose coin.  Therefore, loose coin must be wrapped prior to depositing it with SASC.

• Check payment policy:

  • Need to be payable to:  University of Hartford.  Checks received that are not made payable to the University of Hartford, or properly endorsed, will be returned to the appropriate department.

  • Checks must be payable in U.S. dollars and payable through a U.S. bank.  Checks received that are not in U.S. dollars and payable through a U.S. bank are processed differently.  These checks are sent to the international collections department at Fleet Bank and usually are charged a significant collection fee by the banking institution.  Departments and students are responsible for all fees charged for international collections.

  • Departments will be charged the face value and processing fee for all checks returned as non-payment from our bank.

  • The University of Hartford Internal Auditor will be notified of checks received over 6 weeks old.

• Credit card payment policy:

  • You are required to obtain the following information in order to accept a credit card for payment:

    • Complete credit card number

    • Expiration date

    • Amount to charge

    • Card holder name

    • Card holder billing address

    • Card holder telephone number

  • The Bursar office can provide you with a manual credit card machine and charge slips for events held on campus.  Requests should be made one week in advance of the event to Donna Rehm-McCabe, Associate Bursar.  Please note there may be a fee to your department for credit card transactions.

  • Charge cards that are submitted with an incorrect credit card number or are declined are returned to the department.  SASC does not contact the customer directly.

All deposits received in SASC require the following information:

• Student payments require the student ID number.

• Miscellaneous revenue payments need to be accompanied by a completed Miscellaneous Deposit Form.

Ideally, payments should be brought to SASC daily, but should not be held for more than one week.  Please be advised that SASC's priority is to wait on students and answer telephone calls prior to processing miscellaneous deposits.   However, SASC attempts to process deposits within 3 business days. 

Deposits can be dropped off at the Reception Desk or placed in the locked depository box located in the side of the Reception Desk.

• Please note that we are particularly busy processing student transactions and customer telephone calls during advance registration and the first week of classes.  Additionally, we generally have longer wait times from 12:00 to 2:00 p.m. Monday through Friday.

• SASC general operating hours are:

8:30 a.m. to 6:00 p.m.       Monday through Thursday

8:30 a.m. to 3:00 p.m.       Friday

• Ideally, payments should be brought to SASC for processing daily.  However, payment should not be held in an office for more than a week.

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Why is it important that we don't hold onto payments?  There are several reasons why each department needs to process deposits in a timely manner.  Here are a few of them.

1. There is a greater risk of a payment getting lost the longer you have possession of them.

2. Cash Payments:  You need to be especially careful that cash payments are in a secure location.  You always run a risk of cash missing if you do not deposit it quickly.

3. Check Payments:  Check payments can become stale dated and customers may change their bank accounts.

   • Some checks state on them how long the check is good for.  Most state 60, 90 and 180 days.  Most personal checks are good up to 6 months.  However, the longer you hold a check, the greater risk that the funds will not be available or the bank account is closed.

   • In general, customers do not like you holding on to their check. 

4. Credit Card Payments:

   • There is a risk that the credit card expiration date will have passed.

   • The customer may change his credit card account not realizing that the payment has not been processed.

   • Additional risk of the credit card not being authorized for payment.

   • We have a greater number of customer charge card transaction inquiries when the date we processed the actual payment was much later than the date the customer authorized payment.

The University of Hartford offers a tuition abatement program to its full time and part time employees.  Please contact the Human Resources Development office for detailed information regarding this benefit.

The Bursar's office processes a credit to the student account receiving the abatement.  The process is as follows:

• The employee obtains a Tuition Abatement form from the Human Resources Department (HRD).

• The employee fills out the form completely, attaching any appropriate paperwork.

• The employee has their supervisor and/or department head sign the form.

• The form is forwarded to HRD.

• HRD will process and approve, if applicable, the form and forward it to the Bursar office for processing.  Through the Bursar processing, a credit is placed on the student account for the appropriate amount of tuition.

Please note that abatement covers tuition only.  Fees are due at the time of registration.  The Bursar office is not responsible for tuition abatement forms not received.  Employees should allow 7 business days for the processing of their tuition abatement form.  If the abatement form is not received in our office prior to the billing due date the student will be assessed and expected to pay for any fee charged while they are in default of payment.  

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University departments can request a cash box and credit card supplies to be used at their University sponsored event. 

Requests for cash box, credit card machine and credit card sales slips need to be made through Donna Rehm-McCabe, Assistant Bursar at 860-768-4361.  Please make requests one week prior to the date of the event.

Please note that all items requested must be signed out of the Bursar office and must be returned a mutually agreed upon date.  Information you will be required to submit is as follows.

• Requestors name and campus telephone extension
• Full department name
• Purpose for the request (for example:  event name)
• Return date of all equipment and/or cash advance

Cash:  Each department is responsible for returning all items, including the cash that they were advanced for their function directly at the Bursar office.  Cash (as well as all payments) received during the event would be deposited through the Student Administrative Services Center (SASC) by completing a Miscellaneous Deposit Form.

Checks:  Please review our check acceptance policy as noted above.

Credit cards:  Please review our credit card acceptance policy as noted above.